Web CMS: Working with Documents
Documents within a website function much like a page within a website. Each document is given a URL depending upon which group the file was uploaded into. There are two main storage areas where files can be uploaded: Public storage and Private storage.
Loading a document into Public storage allows it to be accessed by anyone viewing the website. Loading it into Private storage, on the other hand, allows only users with an OHIO ID to access the file. Clicking the URL for a private file will direct users to a login screen before being able to access the file.
Linking to a New Document
- While editing content in the text editor, highlight the desired Hyperlink Text and click on the Insert file links icon
- Navigate to the desired folder where the document will be housed
- Pick the folder that directly relates to the functional use of the document. For instance, system training information should go in systems while budget tools should go in budget.
- Select the files folder within the group folder selected above
- Click the Upload button along the top of the window
- Click Add file to bring up a file explorer
- Locate the file on your computer and click Open
Note: The File Manager also supports drag and drop functionality. After clicking Upload, users can drag files from their computer to the green box in the File Manager to load them to the selected folder.
- Once the file is uploaded, double click the file name in the File Manager to select it as the linked file
- The File Manager should close and the highlighted text should now be a Hyperlink.
If a file should be hidden behind a login screen:
- Highlight the desired Hyperlink Text within the text editor.
- Navigate to https://webcms.ohio.edu/imce/private
- Follow steps 2 - 5 in the above Public Storage section to upload a file to the Private folder
- Highlight the desired file by left-clicking on it once
- The URL of the file will be shown near the bottom of the File Manager
- Copy the URL starting after ohio.edu. For example, if the entire URL is https://webcms.ohio.edu/system/files/sites/finance/purchasing/auto-identification-card.pdf, highlight and copy /system/files/sites/finance/purchasing/auto-identification-card.pdf.
- Return to the text editor where you have highlighted your Hyperlink Text and click the Link icon
- Paste in the copied portion of the URL into the input box and click Save
Updating a Document Version
Due to an issue with the way Web CMS caches uploaded documents, if you replace an existing document with a new version of the same name, it could take up to 30 days for the new version to display to your site visitors. Our developers are aware of this issue and are working on a fix. In the meantime, if you need to update a document, you should delete the old document, upload the new version using a different name, and create a new link to that document as described above.
Many files within the site will have new versions uploaded when updates are made. Instead of uploading a new file and editing every page that URL appears on, the file can be replaced within the website's storage.
Note: It is best practice to overwrite old files to keep web storage low. Old versions of files should be saved privately by individual offices and not housed on the web server.
When updating a document, there are three key items to know:
All three of these items can be found within the document's current URL. To view this, navigate to a page linking to the document today. For instance, if the Honorarium Agreement needs to be updated, navigate to the Forms page to locate it. Hovering over the Hyperlink Text for the Honorarium Agreement will display the following URL:
https://ohio.edu/sites/default/files/sites/finance/purchasing/files/honorarium-agreement.pdf Based on this URL, we know the following:
Alternatively, the Ohio Tax Exemption Certificate has a URL of: https://ohio.edu/system/files/sites/finance/purchasing/ohio-tax-exemption-certificate.pdf
Based on this URL we know that:
- The document's current filename
- The folder where the document is currently located
- Whether the document is Public or Private
- To find the filename, look at the portion of the URL after the final "/". In this case, that is honorarium- agreement.pdf. That means when saving a new version of this file, it should be saved as a PDF and titled honorarium-agreement.
- To find the folder location, look at the URL directly before the filename found in step 1. Go left through the URL until you get to the word finance. In this example, that gives us /finance/purchasing/files/. That tells us this document can be located in the File Manager by going to Finance, then Purchasing, then Files.
- The rest of the URL tells us whether the file is in Public Storage or Private Storage. Files in Public Storage will contain /default/files/sites/ prior to the word finance in the URL. Files in Private Storage will contain /system/files/sites/ prior to the word finance. This particular example would be in the Public Storage folder.
- The filename is ohio-tax-exemption-certificate.pdf.
- The folder location is /finance/purchasing/. In the File Manager, that means we would find the file by going first to Finance, and then to Purchasing.
- The file is in the Private Storage as the URL contains /system/files/sites/.
- Now that we know where the file should be located, we can overwrite the old version. Open the File Manager by navigating to the appropriate URL:
- Public Storage: https://webcms.ohio.edu/imce/public
- Private Storage: https://webcms.ohio.edu/imce/private
- Next, navigate to the appropriate folder, found in step 2 above. Once in the correct folder, you should see the file you want to overwrite as well as its previous version date. Upload the new file within the current folder by selecting Upload along the top of the File Manager. Click Add file and then use the File Explorer to navigate to the updated file on your computer. The file names of the old version and the new version must match exactly: If the file names match, click Open. If they do not match, you will need to rename the file on your computer so that it does match. If completed correctly, the new version will take the place of the old version and the new uploaded date will be added: